FOR THE COUNCIL MEETING OF MAY 17, 2022
COUNCIL AGENDA REPORT
TO: City Council
FROM: City Manager
Prepared by: Interim Director of Public Works
SUBJECT: PAVEMENT MANAGEMENT UPDATE 2022
RECOMMENDATION:
That the City Council:
1. Receive a presentation on City roadway condition and maintenance programs;
2. Adopt a Resolution confirming City standards, policies, and procedures to extend pavement infrastructure useful life.
BACKGROUND:
The City Council will receive a presentation from Public Works Engineering staff and their consultant, Pavement Engineering, Inc., on pavement management and the City's Pavement Condition Index (PCI), roadway treatments, budget, and financial needs. Staff will also review various standards, policies, and procedures used to extend the useful life of the City infrastructure and make the most effective use of available funding.
There are 238 centerline miles (520 lane miles) of asphalt concrete roadways in the City limits valued at over $1 billion in replacement cost. The current overall PCI for the City is 68, which is "At -Risk" on a scale of 0-100. Annual expenditures on pavement preservation do not meet the level needed to maintain pavement condition. Staff estimates the current overall PCI rating drops by approximately one point per year. This drop -in City PCI rating will accelerate as costs compound exponentially each year.
DISCUSSION:
The City receives funding from many sources for pavement preservation. Senate Bill 1 (SB- 1) Road Maintenance and Rehabilitation Account (RMRA) Gas Tax, along with Gas Tax Highway Users Tax Account (HUTA), Measure A, Local Surface Transportation Program (LSTP), and General Fund combined provide the City $4.5 to 5 million a year to use on pavement projects. During the mid -cycle budget for FY 2021-22, the City programmed an additional $500,000 of General Fund for pavement projects through the allocation to the Enhanced Roadway Maintenance Fund. However, even with these funding sources, the needs analysis generated by the City's pavement management system shows that with updated cost models that there is a funding shortfall of $7.4 to 7.9 million annually to keep the PCI constant without further decline.
Staff recommends the continued use of a multi -prong approach to address the issue.
Innovation, upgraded standards, development conditions, and grant funding will all be used to help mitigate the funding shortfall.
Innovation
The City has been innovative in exploring and using new surface treatments and thin overlays for extending pavement life, especially for older roadways that have lower PCI ratings. The City has completed two successful Thin Maintenance Overlay (TMO) projects in the last three years with another TMO scheduled in fiscal year 2022/23. The TMO treatment is ideal for older roads with low PCI that are still structurally adequate. For some of these streets, the existing PCI was as low as 20 and then renewed to 100 after the TMO treatment. The TMO is just one of several new innovative, cost-effective treatments that the City has been using to try and slow down the PCI deterioration rate.
Upgraded Standards
Many of the City's busiest arterial roadways are experiencing severe load -related failures due to outdated structural pavement standards. With the increase in the number of trucks on the road including shipped deliveries and service vehicles (garbage, recycling, etc.), especially on residential streets, roadways are showing signs of failure sooner than anticipated.
The City maintains a book of "standard plans" that directs design, material, and quality control requirements for construction in the public right-of-way. These standards include water, sewer, landscaping, roadway, and other categories. In April of 2020, the City issued several updated standard plans to address various department requests. Roadway standard plans included updated pavement designs to address increased traffic loading and premature roadway failure. The new pavement standards will extend the service life of roadways and reduce long-term maintenance costs.
Development Conditions
Section 12-28 of the City's Municipal Code states that full public improvements shall be installed to the standards established and adopted by the City along the frontage of developments. When existing roadways require an upgrade adjacent to a development, conditions of approval are prepared to define the size and scope of the repair and reviewed with the City Attorney's office to verify nexus and proportionality to the project. Examples of recent developments that required roadway upgrades include Blosser-Southeast (Area 5B) and Enos Ranch West.
Grant Funding
The White House and Congress have agreed in principle to an infrastructure spending package totaling $579 billion in new spending. The Infrastructure Investment and Jobs Act (IIJA) will represent the largest infrastructure investment in American history and likely a significant boost to City pavement conditions.
2 Collectively, by using innovative pavement preservation techniques, regular updates to roadway standards, and appropriate application of street upgrades adjacent to the development, the City is using all available tools to address pavement deterioration. If the City receives additional infrastructure funding, arterials and higher -volume roadways with deferred maintenance needs will be prioritized.
DAVID BEAS, P.E.
Principal Civil Engineer
BRETT FULGONI
Interim Public Works Director
3 RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA MARIA,
CALIFORNIA, CONFIRMING CITY STANDARDS, POLICIES, AND PROCEDURES TO
EXTEND PAVEMENT INFRASTRUCTURE USEFUL LIFE
WHEREAS, the City of Santa Maria has budgeted various funding sources including Gas Tax, Senate Bill 1 (SB-1) Road Maintenance and Rehabilitation Account (RMRA) Gas Tax, Measure A, Local Surface Transportation Program (LSTP), and the General Fund to maintain the City's road network; and
WHEREAS, the City's road network pavement condition index continues to decline due to funding limitations; and
WHEREAS, roadway standards and project specifications have been updated and revised to address increased traffic loading and premature roadway failure; and WHEREAS, the Municipal Code requires that new development upgrade frontage within City's right-of-way to current standards including abutting roadways; and WHEREAS, the City of Santa Maria prioritizes its road network and assets so that pavement conditions can be stabilized and improved.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:
1. The City Manager, or designee, shall continue to develop, use, and apply City standards, policies, and procedures as needed to extend the useful life of City roadway infrastructure, including, but not limited to, innovative pavement preservation techniques, regular updates to roadway standards, and upgrades to existing roadways abutting new development as a condition of approval for development; and
2. The City Manager, or designee, shall continue to seek grant funding to address deferred maintenance on City roadways; and
3. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.
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1 PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria held this 17th day of May 2022.
Mayor
ATTEST:
Chief Deputy City Clerk
APP • • • . S TO FORM:
2 City Attorney
APPROVED AS TO CONTENT:
Interim Department Director
City Mtlnager